Medical Secretary - DCI Southpoint Clinic

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About Duke University Hospital

Pursue your passion for caring with Duke University Hospital in Durham, North Carolina, which is consistently ranked among the best in the United States. The largest of Duke Health's four hospitals with 1062 patient beds, it features comprehensive diagnostic and therapeutic facilities, including a regional emergency/trauma center, an endo-surgery center, and more.

Work arrangement - Monday, Wednesday, Friday - onsite and Tuesday, Thursday - Work from home 

Location - 6301 Herndon Road, Durham 

General Description:

Perform secretarial duties in support of general medical office activities to relieve medical professional personnel of clerical and administrative details and to maintain an efficient and effective operation.

Duties and responsibilities of this level 

• Screen and sort mail and documents; respond to routine items not requiring supervisor's attention according to instructions and standard practices
• Screen, distribute, and manage the fax server for assigned cancer center programs
• Ensure mail is completed to and reaches the outgoing mailbox at the appropriate time to ensure prompt delivery
• Ensure preparation of records to include labeling or cover for scanning to HIM, CD's to radiology, and pathology
• Complete training module for scanning and be able to perform scanning operations upon request
• Minimize use of Fed Ex for unavoidable communication mailings to patients
• Retrieve mail from program's incoming mailbox for distribution on a daily basis
• Serve as the primary point of contact for all Family and Medical Leave Act (FMLA) inquiries, including guiding employees through the process, answering questions, and ensuring timely and accurate completion of required documentation
• Set up and maintain office files of patient records, reports, and correspondence and miscellaneous information in an organized fashion.
• Efficient use of Maestro care to document information, utilization of reports, work cues, and messaging.
• Utilization of LabDe for validation of external labs and lab order entry as indicated, requesting of new performing labs, lab details pending reconciliation.
• Ordering of patient education materials from the copy center, maintaining an adequate supply to meet program needs.
• Preparing and sending program letter or other requested correspondence to patients or agencies by medical professional staff
• Preparing an evaluation and an education class and annual patient packets, maintaining adequate supply
• Order or communicate the need for supplemental brochures to AA if payment is needed 
• Take or transcribe dictation, type medical reports and summaries, patient histories, operative notes, manuscripts and letter from rough draft to final copy, ensuring accuracy and completeness. Operate fenral office machines to include regular typing and word processing equipment, copy machines, calculators and transcription equipment.
• Troubleshot office machines, notify the appropriate AA
• Ordering of supplies for the assigned program as requested
• Ordering of printed materials from Universal Printing, Copy Center, as indicated.
• Prepare envelope supplies with cost center bar code
• Maintain confidentiality in all correspondence
• Answer telephone, screen calls, respond to routine questions and take messages in accordance with the physician's instructions; serve as receptionist for office or clinics as necessary; greet patients, make appointments or proper referrals according to instructions and procedures; prepare documents and materials for clinics and/or patients admissions as requested.
• Provide phone coverage for DTC incoming call to all programs, screening, providing information to routine questions, and directing to the destination as outlined by call management guide. 
• Access to the LabCorp/ Quest portal for lab retrieval. • Working with a customer service representative from the lab to ensure accurate delivery of lab results.
• Maintain knowledge of all programs and activities to act as a resource for any caller.
• Retrieves after hours and overflow voice mail as assigned.
• Severe weather and holiday office closures: recording of message for callers to DTC.
• Follow workflows for scheduling of appointments for all Duke Transplant Center Programs and assigned duties.
• Attends Medical Secretary Meetings, demonstrate teamwork and seek feedback about performance.
• Identifies resources for personal development at DUH – Online education modules, workshops, and EDI and present request to Nurse Manager

Perform other related duties incidental to the work described herein.

• Maintain OESO training.
• Precept new staff members. • Attend programmatic QAPI meetings.
• Attend DCI All-Staff Meeting, unless out on PTO.
• Attend team huddles and upon request, organ group huddles.
• Work will be performed in DCI Southpoint location

Minimum Qualifications

Education

Work requires a general educational background normally equivalent to a high school education.

Experience

Work requires two years of related medical clerical experience required. sufficient to acquire skills in transcribing medical terminology, office organization, and communications. A completed medical secretarial program (nine months up to two years accredited program) may be substituted for equivalent experience.

Preferred experience Epic, multi-tasking, detail-oriented, scheduling experience. 

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.